Project Coordinator

The Project Coordinator is a key member of the Program Management team, providing direct support to Program and Project Managers in planning, organizing, and executing projects. This role ensures smooth coordination between internal teams and external customers, manages day‑to‑day project logistics, and assists with general administrative functions that contribute to operational effectiveness.

ESSENTIAL FUNCTIONS (Primary Responsibilities):

• Support Program and Project Managers throughout the project lifecycle, ensuring accurate tracking of actions, risks, and deliverables.
• Facilitate and monitor incoming customer requests, concerns, and priorities; ensure timely routing and follow‑up.
• Act as a customer‑facing coordinator for routine updates, meeting scheduling, and communication needs.
• Prepare project documentation including meeting minutes, status reports, and communication summaries.
• Assist in updating project schedules and tracking project milestones, deadlines, and risks; proactively identify gaps or delays.
• Participate in weekly project status meetings and assist in preparing agendas and materials.
• Maintain organized project files, notes, data, and documentation archives.
• Assist with additional project management responsibilities as requested by Program and Project Managers.
• Assist in preparing materials and logistics for on‑site customer meetings.
• Assist in preparing presentation materials for internal and external project reviews (ex: PMR, QBR)
• Support project set up and report extraction from ERP system
• Contribute to PMO success by identifying improvement opportunities, recognizing patterns, and sharing ideas for improvement.

EXPECTATIONS

• Contribute positively to a collaborative and supportive working environment.
• Perform all tasks in alignment with company quality and safety standards.
• Participate actively in training, team communication, and departmental initiatives.
• Demonstrate integrity, professionalism, and accountability.
• Anticipate challenges and work proactively to resolve them.
• Maintain a resilient, optimistic approach to change and problem-solving.
• Work independently when needed while uplifting and motivating others.
• Remain organized, data-driven, and committed to meeting deadlines with a positive attitude.

QUALIFICATIONS

Below are the guidelines for education, knowledge, skill, and/or abilities needed to perform each essential duty satisfactorily. Reasonable accommodation will be considered for individuals who are unable to meet the required qualifications.

Required:

• Associate degree or at least 4 years of relevant experience.
• Strong proficiency with Windows OS and Microsoft Office tools.
• Exceptional organizational skills with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and follow through on commitments.

Preferred:

• Previous experience in project management functions.
• Previous experience in medical device or life sciences - manufacturing or product design.
• Previous experience with project planning (Microsoft Project, Smartsheet, etc.)

This is a contract position.    Hourly rate between $30-$45 per hour.   This position can be remote, hybrid or on-site in San Diego CA or HamLake MN